Short answer
An AI employee for wedding planners handles the follow-up behind every event: chasing vendor confirmations and certificates of insurance, keeping each wedding's timeline current, sending couples regular check-ins, and answering new inquiries fast. The planner keeps taste, negotiation and the day-of command post.
A wedding is forty vendors and one deadline
A planner running six weddings a season is tracking florists, caterers, a photographer, a band, a rental company, a venue coordinator, hair and makeup, transportation and a baker, each with their own deposits, arrival times and details. Multiply by six and the real work is not creative. It is making sure nobody forgets anything.
The bottleneck is follow-up: the DJ has not sent the final song list, the venue still needs the insurance certificate, the couple has not decided the seating chart. An AI employee is a managed agent that works across your email, texts, calendar and planning files, keeps each wedding's open items straight, and does the chasing so you can spend your time with couples.
Vendor coordination that does not live in your head
For each wedding, you give Oraculo the vendor list and what you need from each: arrival time, load-in instructions, final headcount, meal counts, certificate of insurance, final invoice date. It sends the requests, tracks replies in the planning tool you use (Aisle Planner, HoneyBook, Dubsado, Google Sheets, or a plain folder) and follows up on a schedule you set.
A vendor who replies "I'll send it Monday" gets a Monday reminder. When the rental company changes the delivery window, Oraculo updates the timeline and tells the people it affects, such as the florist and the venue coordinator, rather than leaving the change in one email thread.
| Weeks out | Typical open item | What Oraculo does |
|---|---|---|
| 12 weeks | Vendor contacts and contracts confirmed | Collects signed contracts, flags anything missing |
| 6 weeks | Final headcount to caterer and rentals | Asks the couple, sends the number to vendors, logs confirmation |
| 2 weeks | Day-of timeline draft | Compiles the timeline, sends to vendors for sign-off |
| Week of | Arrival times and contact sheet | Sends each vendor their schedule and a day-of contact list |
| After | Final invoices and thank-yous | Chases payments, requests photos from the photographer |
Client check-ins couples actually read
Couples worry in the gaps when they do not hear from you. A short, regular check-in prevents the anxious 11 p.m. email. Oraculo can send each couple a Friday note: here is what we finished this week, here are the two things we need from you, here is what is next.
It reads what changed in your tracker, writes the note in your tone, and sends it directly or holds it for your review. When a couple replies with a question, it answers what is in the record and brings anything about money, family or emotions to you. Couples that go quiet on a decision, like the cake tasting or the seating chart, get a gentle reminder before it affects a vendor deadline.
Inquiries and booking
The couple who inquires on a Tuesday night is also inquiring with three other planners. The first useful reply tends to get the call. Oraculo answers new inquiries within minutes with your availability for their date, your package outline, and a link to your calendar for a consultation. It can ask for date, venue, guest count and budget range so you arrive at the consultation prepared. If the date is booked, it offers your waitlist or an associate planner if you have one.
After a consultation it follows up with the proposal and nudges at intervals if the couple goes quiet. See the AI proposal writer for how that fits.
A message you might send on a Monday
You: "For the Kim-Morales wedding on June 14: get final meal counts from the couple by Friday, send the updated timeline to all vendors, and ask the DJ again about the do-not-play list. Draft a check-in to Sofia, I'll approve. Remind the florist that the ceremony arch has to be in by noon."
Oraculo: asks the couple for counts, sends the timeline to vendors, follows up with the DJ, drafts the check-in to Sofia for your approval, and puts the arch deadline in the florist's message. It reports back Friday with who responded and who did not.
What the planner keeps
- Taste and design decisions. Palettes, layouts and the feel of the day.
- Negotiation. Pricing, cancellations, vendor disputes.
- Family dynamics. Mothers, divorced parents, seating conflicts: a human conversation.
- Day-of leadership. On the wedding day the planner is on site and in charge; the AI can keep the contact list and timeline at hand but does not run the room.
- Contracts and money. You can require your approval before it sends contracts or invoices.
Cost
Starter is $12 per hour of work with a 6-hour weekly minimum, about $312 a month. Business is $8 per hour with a 43-hour weekly minimum, about $1,500 a month. Setup is $499 one time with four 1-hour Zoom sessions with an engineer who connects your tools, and there is a 30-day money-back guarantee. Billing follows a published task-time chart.
Planners often start on Starter and move up before peak season. Event venues have similar needs; see AI for event venues. To walk through one of your upcoming weddings, book a 20-minute demo.
Key takeaway
Weddings are won on follow-through. An AI employee keeps vendors, timelines and couples informed so the planner can bring the judgment and calm that clients are paying for.
Frequently asked questions
Can it talk to my vendors directly?
Yes, by email, text or phone if you set it up that way. You choose what it can send on its own and what needs your approval first, such as anything that changes a contract or a price.
Does it work with HoneyBook or Aisle Planner?
Oraculo connects with tools that have an API or a login and can use software on its own secure computer. Confirm your exact planning tool in the demo.
Will couples know it is not me?
That is your policy. Many planners have it write in their voice and sign check-ins as their studio, while sensitive topics are handled personally.
Can it help on the wedding day?
It can hold the timeline and contact sheet, answer vendor questions about logistics and flag late arrivals to you. The planner stays on site; it does not manage the room.
What about destination weddings in other time zones?
It is always on, so vendor replies and couple questions from another time zone get a response outside your working hours. Decisions still wait for you.